Posted: March 22, 2021 at 9:30 am

A New Normal

Phase 1: A New Normal

Effective April 5, 2021

 

With the continued deployment of vaccinations across the country and in our area, we are beginning to see glimmers of hope of returning to the normal world that we once knew…almost. We are past the reopening we have been working on – certainly to varying degrees – and ready to move to what comes next for us. We are calling our plan, Phase I “A New Normal.” Family & Children’s Center is like so many  other non-profits and/or businesses having discussions around what is next. The senior team and the leadership team have had the opportunity to discuss this topic. The following protocols follow from these conversations. Nothing will be perfect and absolute and we will need to adjust the plan going forward. We will be expected to make real-time decisions around gray areas when they arise. One thing that will never change is that the agency will always have the best interests of our staff and clients – as well as the agency’s viability – in mind. None of those three things exists without the other two.

As we pivot to A New Normal there are a few important points to consider.

  • FCC is a non-profit agency and Work From Home (WFH) can undermine the spirit of the work we do as we lose touch w/ each other and our clients
  • We work better when we have opportunities to connect w/ each other and our clients
  • Our abilities to supervise teams remotely can be compromised & is stronger in person
  • Most building protocols at all sites remain in-tact. The only changes include:
    • As of April 5, employees and guests entering our sites will NOT be required to have their temperature checked or complete a questionnaire

 

A few areas of our operation require special consideration, and those follow.  An updated version of the original reopening plan can be found on the Depot under Resources – COVID 19, along with a copy of Phase 1: A New Normal. The most meaningful changes to that plan relate to the following items which are specific to Work From Home and the Screening change mentioned above.

Thank you in advance for your understanding and patience.

Approved by:
Tita Yutuc, LCSW, LICSW
President/ CEO

Effective Date: April 5, 2021

 

Work from Home (WFH) Expectations:

  • Directors, Coordinators, Supervisors- WFH limited- As the leadership, their presence is critical. Limited WFH on a “regular” basis is defined at a minimum as 3x/week at the office, 2x/wk WFH. WFH paperwork is required to be completed. See below.
  • WFH for all other staff will remain mostly, as is, at this time, however, client contact discussions to begin/continue in earnest
    • Team meetings to occur in person where sites can accommodate social distancing protocols. Where distancing is not possible, a hybrid approach should occur
    • Weekly one on one supervision should occur in person
    • New employees- training for the first 3 months will all be in person
  • WFH requires staff to utilize their calendars more robustly- daily tasks/projects are to be identified within their calendars
  • Standard work core hours for ALL employees will be 9:00am-3:00pm. This references programs/departments wherein standard time frames are typically adhered to outside any anomalies. It does not refer to programs that have non-traditional hours. This includes but is not limited to Safe Visitation, Hiawatha Hall, Tracking, etc. A forty (40) hour work week for FTE remains the expectation.
  • An FCC virtual background is required for staff that WFH as it is more professional, for those with a platform wherein this is allowed.
  • Standard communication protocols include phone and email.
    • All emails/calls, received prior to 3:00pm, are to be returned by the end of the workday, whenever possible.
    • Calls/emails that come subsequent to this time are to be returned the following day by noon, whenever possible.
    • Email notifications are to be utilized when not working outside standard work hours
  • WFH requires the home to be free of distractions.
  • In the event of a request to WFH after April 5, employees will be required to submit a new Work From Home Request, and it must address the equipment that will be used to support remote work
  • Technology Requirements will be more detailed going forward. Initially these were not as scrutinized in the interest of continuing to provide service to clients. Additionally, a check box will be added to the Work from Home Request to document the status of equipment needed to work from home.
    • Employees are expected to use their work computer if they request WFH
    • In the event an employee requests to work from home but does not have an FCC computer to use the following will apply:
      • Employees must have a computer that allows a separate login and set up for that employee
      • Personal computers are expected to include a desktop link installed by Mike Senn that assures work performed that is not “in the cloud” will be saved to the employee’s FCC directory
      • Any equipment needed to work from home such as a desk, chair, printer, etc. is the employee’s responsibility
      • Employees who work from home are expected to contact Mike Senn to perform an assessment of their home computer and internet connection (this is to be performed on line) to assure it complies with agency protocols for privacy and confidentiality
      • Functionality and compatibility of Apple computers is questionable, and must have Microsoft Office-comparable products installed.
      • After completing an evaluation of a personal computer on line, Mike Senn will acknowledge the review was completed via an email to the HR Director.
        • In the event the equipment at home is not compatible or the internet connection is not sufficient, Mike will acknowledge those results to the HR Director who will confirm the findings to the employee’s Director and an alternative will be developed or the employee will not work from home.
    • WFH employees will be expected to utilize their personal internet service and will not be compensated for that use
    • When working remotely employees are still responsible for assuring privacy and confidentiality of agency and client information. This includes but is not limited to making sure that conversations are not overheard and your screen cannot be seen.
    • Client and company files are not normally removed from agency locations. In the event moving them is necessary, approval must be given in writing from the employee’s supervisor after documenting which files will be removed, why they are being removed and when they will be returned. Files are only to be transported and kept in a locked container unless being actively used or until returned to the agency.
  • When working from home, employees are expected to have a dedicated workspace. The space should be physically safe from hazards such as tripping and intrusive noise.
  • When working from home employees are still protected by worker’s compensation insurance, but will have the burden of proving an injury was work related. In addition, employees are responsible for assuring their own homeowner’s insurance is appropriate for covering any damage to the premises and property that could result from doing work at home.

 

Timelines:

  • WFH protocols, Phase 1: A New Normal is effective agency wide April 5, 2021
  • Directors, Coordinators, Supervisors will begin in earnest – if not already doing so – talking about if/when clients should be seen face to face

 As always, consideration for exceptions should be reviewed and proposed by the employee’s supervisor and will be approved by your Director and the President/CEO in advance.

With the exception of the screening and WFH elements mentioned above, most other aspects of the reopening plans remain in effect.  Minor edits related to telehealth were made, specifically that telehealth remains a viable option to provide service but is not necessarily the preferred option for all clients.